Objective

The purpose of this policy is to establish how the Burnaby Public Library Board operates and to define roles and responsibilities of individual trustees and the Chief Librarian.

Policy Statement and Details

Library Board Appointments

The Library Board member appointed from City Council holds office for one year, or for the remainder of the year during which the trustee is appointed, and shall be eligible for reappointment.

The eight regular members of the Library Board are appointed for a term of two years and are eligible for reappointment to a maximum of four complete terms.

Any vacancy on the Library Board arising from any cause other than the expiration of the term for which the trustee was appointed shall be filled for the unexpired portion of the term only, by an appointment to be made by Council.

Library Board Roles

Following the inaugural meeting of the Library Board but no later than the Board’s February meeting, the Board shall elect from among its members a Chair and a Vice-Chair. These officers shall be elected for a term of one year and may be eligible for re-election for not more than two additional one-year terms.

The Chief Librarian, or designate, is the secretary to the Board and shall be present at all Board meetings, except those meetings or portions of meetings that deal with the Chief Librarian’s salary or performance review. The Chief Librarian is a non-voting member of the Library Board.

Board Meetings

The Library Board must meet at regular intervals at least six (6) times a year. Regular meetings of the Library Board shall be open to the public. Copies of regular meeting agendas and minutes of the Library Board shall be available for public information.

A majority of all the members of the Library Board is a quorum. No motions may be made or passed without quorum.

Reports, petitions and other submissions by the public to the Burnaby Public Library Board must be submitted to the Chief Librarian's office in writing not less than seven (7) days prior to the regular monthly meeting of the Board.

Persons wishing to appear before the Burnaby Public Library Board as a delegation must make written application to the Chief Librarian's office indicating the substance of their enquiry or brief not less than seven (7) days prior to the regular monthly meeting of the Library Board. Presentations to the Board by delegations shall be limited to ten (10) minutes, with additional time for questions of the delegation from trustees at the discretion of the Chair.

The Board may hold an in camera meeting only if the subject matter being considered is related to:

the security of the Library
personal information of an individual, including an employee of the Library
the Chief Librarian’s performance and pay review
proposed or pending property acquisition
labour relations or negotiations
litigation, potential litigation or other legal matters
any matter that would cause financial or economic harm to the Library or to the relationship between the Library and the government or other public bodies

A motion to move in camera shall include the reason for holding the meeting in camera.

Minutes of any in camera meeting shall be available only to the Chief Librarian and members of the Board, subject to the provisions of the BC Freedom of Information and Protection of Privacy Act.

Board Committees

Committees act in an advisory capacity and exist to assist the Board in fulfilling its governance responsibilities.

There are three standing committees of the Board:

The Finance Committee reviews operating, capital and endowment fund budgets and actuals
The Planning and Advocacy Committee guides the library’s strategic planning process and reviews large-scale promotion or advocacy work
The Personnel Committee leads the hiring process for the Chief Librarian position, recommends Chief Librarian appointments to the Board, conducts an annual performance review of the Chief Librarian, reviews matters pending arbitration and reviews proposed collective agreements

Following the inaugural meeting of the Library Board but not later than its March meeting, the Board shall appoint from among its members a chair and members of standing committees. Each committee shall have a minimum of three members and a maximum of five members, inclusive of the Chair.

Each committee shall develop and maintain terms of reference, a calendar of meetings and a list of deliverables.

Ad hoc committees may be established by motion of the Board to deal with special matters before the Board. Ad hoc committees may have any number of members. If not appointed by the Board, the Committee Chair will be elected at the committee’s first meeting. Upon completion of its assignment, an ad hoc committee shall be discharged by motion of the Board.

A quorum shall be a majority of committee members present. Recommendations to the Board can only be made through committee meetings where quorum was present.

The Chair of the Board shall be a member ex officio and shall participate and vote as any other member. The Chair of the Board is not counted when determining the number of members required for quorum.

The Chief Librarian, or designate, is the secretary to all committees of the Board and shall be present at all committee meetings, except those meetings or portions of meetings that deal with the Chief Librarian’s salary or performance review. The Chief Librarian is a non-voting member of Board committees.

Following the inaugural meeting of the Library Board, but no later than its February meeting, the Board shall appoint an InterLINK Board Representative and an alternate.

Last reviewed: 2023-09-21

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